Receptionist

Job Description 

Job Title: Receptionist/Greeter

Department: Office

Reports To: Office Manager

SUMMARY 

Serves as a front-line representative for the dealership. Greets customers as they enter the showroom, answers basic inquiries, and directs them to the appropriate party. S/he must represent the dealership in a professional manner at all times, by telephone or in person.

ESSENTIAL DUTIES 

• Essential Duties include the following. Other duties may be assigned.
• Greets showroom customers and determines the nature of their visit.
• Communicates with callers and guests in a professional, friendly and efficient manner, striving to minimize their hold time or wait time.
• Take thorough messages, indicating the caller’s first and last name, company name when applicable, the time, and the message the caller wishes to leave, or transfer caller to employee’s voicemail.
• Files within appropriate file system all dealership forms, records, reports, correspondence, or other important material.
• Collect documents for Integrated Document Management/ to be prepped for digital scanning into Dealer Management System.
• Utilizes programs, scanner, and filing systems to properly index batches.
• Reads/examines incoming material for accuracy and legibility, gets clarification, if necessary, classifies properly and files within appropriate file system.
• Searches for and retrieves information contained in files as requested.
• Keeps files current. Copies records as needed.
• Keeps records of material removed from files.
• Disposes of obsolete files in accordance with established retirement schedule or legal requirements. See Office/Business Manager for more information.
• Communicate messages to the appropriate parties in a timely manner.
• Obtains and records basic demographic information about each customer, using dealership sales control system.
• Hands out brochures and other information to customers.
• Answers basic customer inquiries. Refers more extensive inquiries to the appropriate person.
• Directs customers to the correct department, notifies the appropriate salesperson that a customer is waiting, or introduces the customer to a salesperson.
• Greets customers in the service department during morning rush hour and obtains basic customer information.
• Serves as telephone back-up.
• Serves as clerical back-up.
• Immediately report to management any situation or condition that jeopardizes the safety, welfare, or integrity of the dealership, its employees, or customers. 
• Comply with all company policies as required. ie: Meal and rest period policy, timekeeping, etc. Please refer to the Employee Handbook for further detail.
• Complete all required HR training modules in KPA
• Complete all required certification courses respective to position.
• Maintain a valid driver’s license and immediately inform management of any changes in its status.
• Maintain a professional appearance. ie: a high level of personal grooming, hygiene, and uniform appearance. See Employee Handbook for more detail.

MARGINAL DUTIES 

Marginal Duties include the following. Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must speak clearly on the telephone and convey an image of professionalism and competence to callers. Must be able to convey messages to employees clearly and quickly. Must be able to judge when employees should or should not be interrupted. 

EDUCATION and/or EXPERIENCE.

• High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience. 

LANGUAGE SKILLS 

• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

MATHEMATICAL SKILLS 

• Ability to add and subtract two-digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

REASONING ABILITY 

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS 

• Valid Driver's License

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Will perform entire shift at a desk in an office setting, inside the showroom. Will answer the telephone for most of the shift.

NOTE: This is not an exhaustive list of responsibilities, skills, duties, efforts or working conditions associated with the job. While this list is intended to be an accurate reflection of the current job , the dealership reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change (i.e. emergencies, changes in personnel, work load, rush jobs, or technology developments).

I have carefully read and understand the contents of this job description. I can perform the essential duties, and I understand the responsibilities, requirements and duties expected of me. I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee.  I have the right to terminate my employment at any time and for any reason, the dealership has a similar right.